Getting to Know MS Access 2003, Part 2 - Creating Your First Database
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Now that you’ve seen the sample database, it’s time to make up your own. You have two main options when creating a database from scratch: you can use the wizard or you can create a blank database.
Creating a blank database is very simple. Either click the New button on the toolbar or choose File | New. Select Blank Database from the New File task pane. You’ll have to specify a name for your database, where you want to store it on your computer, and finally you must click Create. Now comes the hard part: you have to create all your tables, forms, queries, and reports.
The other way to create a new database is to use the database wizard. To open the database wizard choose File | New. Then choose a template from Office Online or select one from your computer (installed with Access 2003). If you choose to get a template from your computer, you’ll be presented with a dialog box with two tabs: General and Databases. Choose the Databases tab and you’ll a screen similar to the following:
You can highlight each template to get an idea of the templates’ style. When you find one you like, go ahead and click the OK button. For this example, I’ll choose Contact Management. Next you’ll have to choose where you want to store the file on your computer. I’ll choose the Desktop. The next dialog box looks similar to the following and gives you a summary of what information your database will contain; mine has Contact information and Call information.
Click Next and you’ll see a dialog that will give you the option to edit the fields you want to have in your tables. Optional fields are italicized and have corresponding check boxes that are not checked; check them if you want to include the fields. I’ll check the optional field ‘Birthdate’. The screen should look like the following image.
Next you’ll choose a style for your screen displays; I chose Standard. Click Next and you’ll be given a choice of style for printed reports; I chose Bold. Finally you’re given a dialog where you have to name the database you are creating; I kept the default name. You may choose to include a picture if you like by checking the box next to the words, ‘Yes, I’d like to include a picture.” The display looks like the following:
Lastly, the wizard asks if you want to start the database right away. Do so and check out the objects in your database the wizard has created for you. As you can see, the wizard does a lot of the work of creating a good, working database that you would normally have to slave over if you created it from scratch. This can be a huge timesaver. Take some time and explore the database you’ve just created. It’s not too functional now, but next week we’ll dive into tables. As for this week, well we’re just about finished here. Make sure to poke around the Northwind sample database, and stay tuned to next week’s lesson on tables.
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